Running a business that relies on quotes to win clients can become frustrating when your quotes don’t land you the job. Your phone may even be ringing off the hook, but none or only a few of your quotes translate to actual work. You may not realize that the way you prepare your quotes may be the reason a potential client picks another business over you.
Taking the right approach in creating your quotes can result in higher acceptance rates. Getting on top of your quotes can make the difference between acceptance and rejection. Having the basic job quoting skills will help you get more work and leave a lasting impression on clients.
This blog shares four tips on how to prepare job quotes that get accepted:
1. Construct Your Quote Properly
On most occasions, your quote is what gives a potential client the first impression of your business. Therefore, it should tell the client your business’ information and provide the job details, such as the price, other costs, and the extent of services you’ll offer them.
Some apps are exclusively used for creating and storing quotations. While, other times, it’s a feature that’s incorporated into a bigger system, such as Jobber’s software for landscapers
that helps landscapers build and track quotes.
Using software programs is an excellent way to maintain consistency in your quotes. It makes work easier and reduces the chances of errors that can cost you a job.
Either way, whether using software or creating quotes manually, it helps to be transparent. Note to include terms and conditions in plain language and ensure that your quote is consistent with your business branding. If your quote is professional and comprehensive, it’s possible to get positive feedback quickly, and it also protects your business from financial and legal risks.
Here are must-have components for a good quote:
- Your business details: Ensure you provide your contact information and your business number.
- Total costs: You need to detail the extent of the job and the price. Be specific about what’s covered in the quote and what’s not.
- Cost breakdown: Itemize the costs of materials and labor. Also, give a detailed proposal of all the elements involved. At times, your prospective client may only be in need of an estimate to have an idea of the range of work and costs. You can use a customizable estimate template, which you can later easily convert to an invoice.
- Variations: Explain how variations will affect the total cost. For instance, you can print ‘This quote covers landscaping only. Dirt removal will entail an additional cost of 5%.’ When written well, being upfront about these variations offer a chance to upsell.
- Work schedule: Be clear on when you can start the job and the duration it’ll take. Note that you’ll be contractually bound to complete the work within the timeline quotes if the client accepts your quote. Be reasonable about this and include variables that may affect the job, such as weather.
- Payment terms and conditions: Indicate how you expect to receive payments. You may want to get paid periodically, half up front and a half after job completion, or lump sum, etc.
- Quote expiry date: Indicate the date by which you need the client to accept the quote, particularly if the prices change quickly in your industry.
- Revisions: You need to give yourself some room for modifications should the job change substantially. This allows you to provide a different quote to the client.
- Customer acceptance area: You need to include a call-to-action (CTA) area to tell the client what they need to do. It consists of a place to sign and accept the terms and conditions.
- Payment details: Indicate the method that you want the client to use when making payments, whether it’s through a bank deposit, check, etc.
2. Send The Quote Promptly
Whether your potential customers contact you through your website, social pages, a referral, or any other business touchpoint, you need to be able to respond promptly and timely. How fast you respond and how you present your quotes to clients is a direct interpretation of your brand. It also reflects on the quality of services you offer and help you manage your business successfully.
If you take time to respond, your potential clients will believe that your business is slow and you’re not concerned about clients’ urgent needs. On the other hand, when you respond fast and in a well-constructed quote, they’ll have the impression that you attend to your client’s needs promptly. They’ll know they can count on you to respond anytime they need your services.
In addition, if you use quoting software as indicated in the previous section, prospective clients assume that you’ve run a modern business. Cloud software, in particular, speeds up the process and makes it easy to create quotes anytime and anywhere. A client won’t have to wait for you to get back to the office to send a quote. You can create one and have time to clarify any issues that may arise.
3. Embed A Quoting Engine on Your Website
Nowadays, a website plays a vital role in marketing your business. The chances are that some prospective clients will interact with your website and love the services you offer. Sometimes, it may not be possible to meet a client in person for various reasons, such as travel logistics. On such occasions, it would help if you have a way for these visitors to get a quote easily and quickly.
A quoting engine serves as your sales representative 24/7, attending to the clients when you can’t meet a client in person. It shows that you care about your website visitors and are ready to assist them at any time. A quoting engine on your website will also create lead generation and good traffic on your website.
4. Make Proper and Consistent Follow-Ups
Making proper follow-ups on quotes can give you a better chance of winning work. While there’s no set days or time on how long you should wait before following up a quote, ensure to do it sooner rather than later. Following the quote a day or two after you’ve sent it is an excellent way to know if the client received it and their thoughts.
Try and get an appointment soon after presenting the quote and seek one each time you communicate or visit them. By doing this, you’re going ahead of the potential client and boosting the chances of the quote being accepted. In addition, communication plays a vital role in any business venture, and keeping in touch with clients can help improve the acceptance rates.
After all, you want to see your effort in creating a quote get rewarded. You can choose whichever method that works best for you to make follow-ups, whether it’s through emails, phone calls, or SMS. This may be a small gesture that helps put your business on top of your client’s mind.
However, avoid becoming pushy or irritating. Otherwise, they may start avoiding your calls. A simple text message to remind them of your visit and the quote should work just fine.
Final Thoughts
If you notice that your quotes aren’t winning clients, go back to the basics and see what you’re doing wrong. The problem could be how you construct your quotes, response time, or failure to follow up quotes properly. Look at the items discussed above and take the appropriate steps to ensure that your job quote rates increase.
In addition, if your business is not using any accounting or quoting tools, it may be difficult to identify gaps that can lead to quotes not getting accepted. Cloud software is a good investment that ensures you have all the information you need at all times. It also helps to make professional and trackable quotes, making it easy to make follow-ups.
